Data Policy

This Data Protection Notice (“Notice”) sets out the basis upon which Willing Hearts CLG Ltd (“we”, “us” or “our”) may collect, use, disclose or otherwise process personal data of donors and volunteers in accordance with the Singapore Personal Data Protection Act (“PDPA”) and all associated regulations and guidelines which may from time to time be issued by the Personal Data Protection Commission (PDPC) of Singapore.

APPLICATION OF THIS NOTICE

  1. This Notice applies to all volunteers working at or attached to us (collectively referred to as “volunteers”) and donors providing contributions to us (collectively referred to as “donors”).

  2. This Notice applies to personal data of all persons described above which are in our possession or under our control, including personal data in the possession of organisations which we have engaged to collect, use, disclose or process personal data for our purposes.

TYPES OF PERSONAL DATA WE COLLECT

  1. As used in this Notice, “personal data” means data, whether true or not, about the person engaged in a service with us or providing donations to us who can be identified: (a) from that data; or (b) from that data and other information to which we have or are likely to have access.

  2. Personal data which we may collect in the context of volunteers and donors includes, without limitation, your:

(a) Name (per NRIC/FIN)
(b) Chinese Name
(c) Date of Birth
(d) NRIC / FIN
(e) Age
(f) Gender
(g) Race
(h) Nationality
(i) Contact Mobile Number
(j) District Address
(k) Email
(l) Marital Status
(m) Religion
(n) Current Employment Status
(o) Criminal History
(p) Latest Education Information
(q) Name of Organisation/School
(r) Name of Volunteer Coordinator
(s) Designation
(t) Medical Declaration
(u) Emergency Contact Number
(v) Name of Emergency Contact
(w) Emergency Contact – Relationship
(x) Any personal data you have provided to us

COLLECTION, USE AND DISCLOSURE OF PERSONAL DATA

  1. We generally collect personal data that (a) you knowingly and voluntarily provide in the course of or in connection with your volunteering with us, your donations to us, or via a third party who has been duly authorised by you to disclose your personal data to us (your “authorised representative”, which may include the references you provided), after (i) you (or your authorised representative) have been notified of the purposes for which the data is collected, and (ii) you (or your authorised representative) have provided written consent to the collection and usage of your personal data for those purposes, or (b) collection and use of personal data without consent is permitted or required by the PDPA or other laws. We shall seek your consent before collecting any additional personal data and before using your personal data for a purpose which has not been notified to you (except where permitted or authorised by law).

  2. You have choices regarding our collection, use or disclosure of your personal data. If you choose not to provide us with the personal data described in this notice, we may not be able to perform our obligations under or in connection with your volunteering with us, your donations to us, or facilitate the purposes listed in section 8 below. You have the right to object to the processing of your personal data and withdraw your consent in the manner described in section 10 below. We may collect, disclose or use your personal data pursuant to an exception under the Personal Data Protection Act or other written law.

  3. Your personal data will be collected and used by us for the following purposes and we may disclose your personal data to third parties where necessary for the following purposes:

(a) performing obligations under or in connection with your volunteering with us or your donations to us;
(b) all administrative related matters within our organization, including administering your insurance for volunteering events (where applicable) and investigating any acts or defaults (or suspected acts or defaults);
(c) managing and terminating our volunteering or donor relationship with you, including resolving any volunteering or donation related grievances;
(d) assessing and evaluating your volunteering appointment or continued volunteering appointment in any position within our organization;
(e) ensuring business continuity for our organization in the event that your volunteering with us is or will be terminated;
(f) performing obligations under or in connection with the provision of our goods or services to our stakeholders;
(g) facilitating any proposed or confirmed merger, acquisition or business asset transaction involving any part of our organization, or corporate restructuring process;
(h) facilitating our compliance with any laws and regulations which may be applicable to us; and
(i) screening and conducting due diligence as required under anti-money laundering (AML) procedures.

Furthermore, if you choose to share personal data of other people (such as family information, emergency contact information, references) with us, it is your responsibility to inform such other people, whose personal data you provide, about the use of their personal data as set out in this Notice.

WITHDRAWING YOUR CONSENT

  1. The consent that you provide for the collection, use, and disclosure of your personal data will remain valid until you withdraw it in writing. You may withdraw consent and request us to stop collecting, using, and/or disclosing your personal data by submitting your request in writing or via email to our Data Protection Officer at the contact details provided in section 29 below. Please note that withdrawing consent does not affect our right to continue to collect, use and disclose personal data where such collection, use and disclose without consent is permitted or required under applicable laws.

ACCESS TO AND CORRECTION OF PERSONAL DATA

  1. You have the right to know what personal data we hold about you, use or disclose. You may write in to us at the contact details provided in section 29 to find out how we have been using or disclosing your personal data over the past one year.

  2. You are also entitled to have incorrect personal data about you corrected or to update any of your personal data that we hold, in accordance with Section 21 below. You can also object to certain personal data about you being processed and request that processing of your personal data be limited.

PROTECTION OF PERSONAL DATA

  1. To safeguard your personal data from unauthorised access, collection, use, disclosure, copying, modification, disposal or similar risks, we have introduced appropriate administrative, physical and technical measures such as up-to-date antivirus protection, access control, password protection etc.

  2. When we disclose your personal data to third parties, we will ensure that they provide sufficient guarantees to us that they have implemented the necessary security measures to protect your personal data, and may also allow them to store the data on our behalf.

  3. You should be aware, however, that no method of transmission over the Internet or method of electronic storage is completely secure. While security cannot be guaranteed, we strive to protect the security of your information and are constantly reviewing and enhancing our information security measures.

  4. You should regard all information obtained during the course of the voluntary work as strictly confidential. Do not share and release any information without prior agreement and authorization from Willing Hearts CLG Ltd

RETENTION OF PERSONAL DATA

  1. We may retain your personal data for as long as it is necessary to fulfil the purposes for which they were collected, or as required or permitted by applicable laws.

  2. We will cease to retain your personal data, or remove the means by which the data can be associated with you, as soon as it is reasonable to assume that such retention no longer serves the purposes for which the personal data were collected, and are no longer necessary for legal or business purposes.

TRANSFERS OF PERSONAL DATA OUTSIDE OF SINGAPORE

  1. We generally do not transfer your personal data to countries outside of Singapore. However, if we do so in line with the purposes listed in section 8 above, we will ensure that the standard of data protection in the recipient country is comparable to that of the Singapore Personal Data Protection Act. If this is not so, we will enter into an agreement with the receiving party to accord similar levels of data protection as those in Singapore.

DATA PROTECTION OFFICER

  1. If you have any questions or feedback regarding this Notice, or any complaint you have relating to how we manage your personal data, you may contact our Data Protection Officer (DPO) via this email address: dpo@willinghearts.org.sg. Any query or complaint should include, at least, your name and contact information. We treat such queries and feedback seriously and will deal with them confidentially and within reasonable time.

EFFECT OF NOTICE AND CHANGES TO NOTICE

  1. This Notice applies in conjunction with, or may take precedence over, any other policies, notices, contractual clauses, and consent clauses that apply in relation to the collection, use, and disclosure of your personal data by us.

  2. We may revise this Notice from time to time without any prior notice. You may determine if any such revision has taken place by referring to the date on which this Notice was last updated.

  3. Your continued volunteering or providing donations to us constitutes your acknowledgement and acceptance of such changes.

Declaration

By providing my personal data to Willing Hearts CLG Ltd (UEN No: 202228129C), I acknowledge that I have read and agree to the Data Protection Notice and consent to the collection, use, and disclosure of my personal data for purposes related to my volunteering or providing donations.